Background
The Democratic Governance for Development (DGD) project is managed by UNDP in support of elections and more broadly, the deepening of democracy in Nigeria. It is funded with contributions from The European Union, the UK Department for International Development (DfID), UNDP, the Departments of Foreign Affairs, Trade and Development (DFTAD). The project duration is 2010-2015. It aims to consolidate and advance democratic governance and accountability in Nigeria to achieve the country’s stated development priorities and outcomes as specified in the Federal Republic of Nigeria and the United Nations Development Assistance Framework (UNDAF) and the Country Programme Action Plan (CPAP).
These objectives are pursued through four components:
Promoting Credible, Transparent and Sustainable Electoral Processes
Improving the Democratic Quality of Political Engagement
Enhancing Participation by Women, Youth and other marginalized groups
Strengthening Channels of Civic Engagement.
The project has commenced implementation of its phase II activities since January 2014 based on a Road map prepared which identifies the overall strategic objectives of Phase 2 in a programmatic sense, noting that activities must continue to feed into and support the overall progress of the Project towards the intended outcomes.
Under the overall guidance and supervision of the Procurement Specialist, the Operations Associate provides the overall administration and execution of varied and inter-related operational and logistical activities, ensuring high quality and accuracy of work. The Operations Associate promotes a client, quality and results-oriented approach.
The Operations Associate works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.
Duties and Responsibilities
Summary of Key Functions :
Implementation of operational strategies
Organizes procurement processes for DGD
Provision of effective and efficient administrative support services
Provides effective support to DGD programme activities
Effective administrative and financial control in the office
Support to knowledge building and knowledge sharing
Ensures implementation of operational strategies, focusing on achievement of the following results:
Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
Support to the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
Preparation of administrative team results-oriented workplans.
Organizes procurement processes for DGD focusing on achievement of the following results:
Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
Presentation of reports on procurement in the Project.
Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:
Coordination and supervision of shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies.
Presentation of thoroughly researched information for planning of financial resources for administrative services
Submission of information on administrative services provided for cost-recovery bills
Provides effective support to DGD programme activities focusing on the achievement of the following results:
Follow up on performance indicators/ success criteria, targets and milestones, preparation of reports on LOAs
Analysis of the situation in programme, identification of operational and financial problems, development of solutions.
Ensures effective administrative and financial control in the office, focusing on achievement of the following results:
Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations;
Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
Assistance in the preparation of budget, audit and other reports.
Provision of researched information, reports for audit exercises.
Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
Organization of training for the operations/projects staff on administration.
Briefing to staff members on general administrative matters; provision of advice and administrative support.
Sound contributions to knowledge networks and communities of practice.
Competencies
Functional Competencies:
Building Strategic Partnerships
Level 1.1: Maintaining information and databases
Analyzes general information and selects materials in support of partnership building initiatives
Maintains databases of donor information
Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
Researches best practices and poses new, more effective ways of doing things
Documents innovative strategies and new approaches
Identifies and communicates opportunities to promote learning and knowledge sharing
Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
Understands the main processes and methods of work regarding to the position
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Identifies new and better approaches to work processes and incorporates same in own work
Strives to keep job knowledge up-to-date through self-directed study and other means of learning
Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development
Level 1.1: Presentation of information on best practices in organizational change
Documents ‘best practices’ in organizational change and development within and outside the UN system
Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems
Level 1.1: Data gathering and implementation of management systems
Uses information/databases/other management systems
Provides inputs to the development of simple system components
Makes recommendations related to work procedures and implementation of management systems
Client Orientation
Level 1.1: Maintains effective client relationships
Reports to internal and external clients in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
Responds to client needs promptly
Promoting Accountability and Results-Based Management
Level 1.1: Gathering and disseminating information
Gathers and disseminates information on best practice in accountability and results-based management systems
Prepares timely inputs to reports
Maintains databases
Core Competencies:
Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Self-development, initiative-taking
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Managing conflict
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Informed and transparent decision making
Required Skills and Experience
Education:
Secondary education. Certification in Administration. University Degree in Business or Public Administration desirable, but it is not a requirement.
Experience:
5 years of relevant experience in administration or programme support service. Previous experience with UNDP or any other international organization a MUST. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.
Language Requirements:
Strong skills in written communications in English;
Excellent spoken English is also required.
